Summary
As part of the Award Management (AM) Team sitting under the Resource Mobilization Department and working in close partnership with others, the Award Management Officer (AMO) will play a vital role in negotiating, administering, and modifying various types of awards, executed directly from the US Office (Washington DC and New York). This will include USG assistance and acquisition Awards as well as US-Based Institution Awards. As a member of the AM Team and a key partner of the Business Development Team, the AMO is involved in the full life cycle of the awards: Institutional Positioning, Preproposal Activities, Proposal Preparation, Award Implementation, and Close-out. The AMO is focused on ensuring congruence with project terms and conditions, regulatory compliance, mitigation of business risk, programmatic and administrative support to the project, and adherence to Action Against Hunger policies and procedures. This position reports directly to the Award Management Associate Director.
Officer, Award Management:
Purpose: Provide multiple services that support a comprehensive platform of activities related to Action Against Hunger USA Country Programs. Monitor and report on the overall provision of services such as awards management, donor compliance, and communication/information management.
Engagement: Assess operational and process performance, providing data and analysis. Provide suggestions regarding the most effective ways to engage with the Country Programs, other departments, and other Action Against Hunger offices.
Delivery: Maintain a reputation for quality and reliability of Action Against Hunger USA program execution through the provision of services consistently and in line with the organization’s policies and procedures.
Essential Job Duties
Securing Public Resources
Support country-specific proposal development as requested, primarily in regard to US government and US-based institution opportunities. Provide feedback to Country Offices and relevant stakeholders; incorporate reviewer feedback into proposal documents. Participate in meetings on new/upcoming opportunities; monitor the Business Development Unit opportunity pipeline to keep the Award Management Team aware of potential award activities.
Monitoring and Managing Award Portfolio
Work collaboratively with Country Offices, Action Against Hunger US offices, other network members, and relevant partners and sub-recipients. Serve as the main point of contact on assigned awards for Country offices and Action Against Hunger US stakeholders (i.e., TA providers, program officers, other Business Teams, Finance, Grants and Contracts, and HR) Work with Senior Award Management Officers on routine award management, including grant/contract reports and requests for modifications; execute appropriate follow-up and suggest approaches to resolving challenges. Act as a key point of contact for donors on resources provided to Action Against Hunger and ensure timely and effective communications to donors on matters related to their resources. Ensure all donor communications, requests, amendments, etc., are communicated effectively and quickly to the relevant Country and Action Against Hunger US offices and recorded/stored for future reference in the Award Repository on SharePoint Support Action Against Hunger USA to maintain knowledge management systems, ensuring award files are kept up to date in consisnt manner to support backstopping and handover. Work with Finance and relevant technical staff leads to monitor rae of spending in Country and Action Against Hunger US offices includng charges such as personnel, travel, consultancy, and sub-award agreements, and troubleshoot and escalate as needed; regularly update Team Leader for Global Awards on the progress of the designated portfolio of awards. Work with Country Offices and Finance to monitor match reporting when required by donors. Work with Country Offices and Finance to ensure expense charges are allowable, allocable, and reasonable; and follow up to ensure errors are corrected. Assist with budget planning and monitor monthly budget versus actual expenditures; compile and analyze annual and budget submissions.
Partnerships
Handle the initial sub-recipient vetting process and yearly renewal process. Support the development and management of sub-award agreements to Country Offices, Action Against Hunger US offices, other network members or partners as needed, including wire transfers and ad hoc support. Assure compliance with Action Against Hunger USA’s sub-recipient monitoring policies.
Donor Reporting
Facilitate communication and ensure timely, accurate reporting to donors. Review interim and final donor reports (including but not limited to Program Progress Reports, Indicator Tracking Tables, and Standard Form 425 for U.S. Government awards) for assigned grants and contracts for which Action Against Hunger USA is prime or sub-recipient of funds. Submit reports to donor platforms as per their requirements (e.g., AAMP, DEC, DDL, FSRS) Coordinate response to donor queries when needed (e.g., requests for information, revisions, etc.)
Project Close-out
Ensure completion of Action Against Hunger USA Closeout checklists, that all documents are archived in the Award Repository, and projects are definitively closed. Assist the annual audit and any single audits for the designated portfolio of awards and contracts (e.g. the preparation/review of supporting documents, sub-recipients documentation).
Physical Demands
While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. The employee must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions, Travel and Environment
The duties of the job require regular attendance at least 2 days per week. The employee must be available to work outside normal office hours or on the weekends as required. The employee must be able to travel as required for standard domestic and international business purposes. While visiting the field, the employee may be exposed to precarious settings under high-security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
Gender Equality Commitments
Foster an environment that supports values of women and men, and equal access to information. Provide a work environment where women and men must be evaluated and promoted based on their skills and performance. Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff. Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation. Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status. Value and respect all cultures.Required Qualifications
Bachelor’s degree finance, accounting, business administration or another relevant field.
Required Skills & Experience
Minimum of 3 years of experience in grants and contracts management (USAID funded projects is preferred). Knowledge and experience with the US Government Office of Management and Budget's (OMB) Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called \"Uniform Guidance\") governing USAID (BHA) and State Department (PRM) grants is required, and knowledge experience with the Federal Acquisition Regulation (FAR) is preferred. Demonstrable knowledge of rules, regulations and donor policies governing the compliance / regulatory management of grants from US Government and other agencies. Demonstrated experience and/or personal commitment to promoting gender equality within the humanitarian and/or development work. Genuine interest in and commitment to the humanitarian principles of Action Against Hunger. Strong organizational skills, extremely detail-oriented. Excellent written and verbal communication skills are a must. Experience communicating in different cultural work environments is preferred. Ability to work both independently and as a flexible and supportive member of a team. Ability to work in a fast-paced environment, respect and enforce deadlines, take initiative, and prioritize multiple work assignments simultaneously. Excellent interpersonal skills. Previous experience with SharePoint is preferred. Must be authorized to work in the US if not a US citizen. Fluent written and spoken English is required, and French and Spanish fluency is appreciated.